Compensation letters 117-04030000

BLA letters are triggered automatically as a result of:

• an 'Advice issued automatically' being keyed, or
• completing letter issue fields in the compensation screens

BLAs:

• are generated and auto-sent after end of day processing and activities are completed on the customer’s record
• recent letters appear on the History Summary (HS) screen

See Compensation Batch Lasers Advice (BLA) letters for a list of letter codes and their descriptions.

OLAs:

• are generated manually
• contain a template of standard text which varies according to the type of letter being created
• appear on the History Summary (HS) screen immediately

See Compensation Online Advice (OLA) letters for a list of letter codes and their description.

If a third party is registered for CBOS, compensation staff must send all letters using this service. See Table 3 for CBOS instructions.

If a third party has provided a fax number and is not registered for CBOS, compensation staff must fax all letters in the same transaction. Do not send faxes separately as this may delay recovery of compensation charges. Include all fax transmission details in the DOC. See Faxing letters using Outlook and Customer First.

If a third party is not registered for CBOS and/or does not have a fax number, send all letters by surface mail.

Send all letters to customers by surface mail, either printed centrally or locally.

• Follow the instructions in Faxing letters using Outlook and Customer First (Process Step 4) to obtain a copy of the relevant letter in an email.
• Save the letter as a PDF file. For security purposes, use the solicitor/compensation payer reference number (if known) and the contact person’s name as the file title. For example: SQ12345_Shine_Smith

• The CBOS Launchpad can be found at Home - Human Services Workspace.
• On Workspace tab, under the blue ribbon heading of My Tools
• Choose the Select Tool drop down box
• Scroll down to find and select, Organisation Online Mail, or
• Type Or and it will retrieve Organisation Online Mail
• Select Go to the right of the Select Tool box
• Select the Compensation Exchange link to open the Compensation Exchange inbox

• Select Compose New
• Enter the Organisation CRN – this can be found on the Compensation Payer Master List in the ‘CBOS ORG CRN’ column
• Select Search
• Organisation Search Results will display - check the correct the organisation is displayed
• Select the Acknowledgment check box to confirm the correct organisation has been selected
• Select the Choose File button and upload the relevant letter file
• Select Submit File – note the time sent

• Select the Sent tab
• Retrieve the CBOS reference ID for the sent document
• Make sure the CBOS reference ID, date and time sent is recorded in a DOC

Note: When a Service Officer opens a document, their details are recorded against the document. This will be visible to Authorised TPO representatives. The Service Officer can also view the TPO representative details when they have viewed the document.

Once the letter has been sent by CBOS, make sure the saved PDF file is deleted.